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Showing items on Browse Screen based on the current user

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Posted on by Community Power Pla... Microsoft Employee

Hello,

I am trying to find out if there is a way to show items showing up on Browse screen based on the logged in user. I have a people picker column called "Who Submitted the Item". Can someone help me with the solution. Thanks in advance.

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tchin-nin 779 on at

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Hi @Anonymous

To Filter your Gallery's Items you need to modify the Items Property (that defines which Items are displayed on the gallery)
To refer to the current app user, you have the User() function that retrieves some properties of the current user (such as the mail address)

Gallery.Items :
Filter(<SharePointListName>, PeopleColumn.Email=User().Email)

Théo
Community Power Pla... Microsoft Employee on at

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Thanks for the response. I have data coming from a SharePoint list so not clear on the concept you mentioned about Gallery. Can you please add some more details.
tchin-nin 779 on at

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The gallery is the PowerApps control used on your Browse Screen.
So on your app designer, when you are on the Browse Screen, select the gallery (either by clicking on the canvas or on the tree View), then change the Items Property with the formula I gave you before.
You just have to replace <SharePointListName> and PeopleColumn by your values.

Théo
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I understand now and the formula works as well. However I am seeing a warning, shoudl I ignore it or no? Let me know what you think about the warning.
tchin-nin 779 on at

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This is a delegation warning. Have you heard about delegation ?
If not, I suggest you to have a look at This article. In few words, PowerApps can only handle few undreds of items, if the DataSource has more than the delegation limit (500 up to 2000 items), PowerApps will ask the DataSource it self to perform the operations like filtering.

On your case the warning happens because a Person column is a complex type (like choices and lookup) - they are not just number or strings but objects with several properties-. Filtering this kind of column is not delegatable yet.
Basically, that means that you should worry about the warning only if your list has more than 500 items.
If it doesn't, then no worries, PowerApps can handle the filter of the person column.
If it does have more than 500 items (you can upgrade this limit to 2000), then PowerApps will ask SharePoint to perform the filter on the items it can't handle and this is not possible on a Person column. So your filter will operate on the first 500 items on your datasource, and the others will be ignored resulting your browse screen displaying incomplete data.

I hope i've help you understand the subtil thing that is delegation.

Théo
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What if I Filter by Author, woudl that help? I mean once the app is in use, it will grow and there will be a case where more than 2000 items are added to the SP LIst through powerapp.
tchin-nin 779 on at

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The Author column is also a Person type, so you'll face the same delegation issue.
What you can do is either transform your Who has submitted column to a single line of text or create a new single line of text column to store the email address of the person who has submitted.
If all the items on your list are going to be created within your app, you can easily force this single line of text to be the author email address.
Once your filter operates on a simple column, SharePoint can handle the delegation.

Filter(<SharePointListName>,AuthorEmail=User().Email)

Théo
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This is very helpful, thanks a lot. Wanted to ask you, let's say if I add a text column to store email addresses of a user, would you be able to help me with the direction on how I should proceed. I mean I can use Flow to set a field when an item is added to the list but not sure if that s the best approach.
tchin-nin 779 on at

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Well you have 2 main solutions to set the text column to the submitter email :
Inside your PowerApps. You can easily set the text column value to the current user email if the it is the submission of a new item. The main drawback is that if some users add directly an item from the SP list (not using your app) then the text column won't be set. (you can counter that by customizing the SP form as well)
With Flow. No matter how the item is added your making sure that the text column is properly set. The main drawback is that this is an asynchronous operation : you'll have a (very) small delay (time for the flow to success) and you'll need to refresh your SP DataSource to get into your app the updated (by Flow) version of the created item. You can add a "success screen" so the time the user is redirected to the screen and then click "back" to navigate to the home page, the flow is executed and your gallery can display the filtered item. And you can also have a refresh button near your gallery so the user just have to refresh if he can't see the item he has just created.

I hope it makes sense to you.

Théo